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Accounts Payable Specialist

The Accounts Payable Specialist, reporting to the Director of Finance, is responsible for supporting the efficient and accurate processing of financial transactions, including vendor payments, staff reimbursements, and event-related disbursements. This role ensures compliance with San Diego Comic Convention (SDCC) policies and financial controls, maintains accurate records, and assists in month-end close activities. The Accounts Payable Specialist also serves as a key point of contact for vendors and staff, providing support for inquiries, resolving issues, and facilitating smooth financial operations both in the office and during SDCC events. This position requires handling sensitive information, with a strong emphasis on maintaining confidentiality and adhering to established protocols at all times.

Essential Duties and Responsibilities

  • Process vendor invoices and disbursements in accordance with established procedures, ensuring accuracy and timely payments
  • Follow internal policies and Generally Accepted Accounting Principles (GAAP) to safeguard SDCC assets and maintain financial integrity
  • Coordinate weekly and bi-weekly payment schedules, including issuing checks, processing ACH transactions, and initiating wire transfers
  • Monitor recurring invoices and automatic debits to ensure timely payments
  • Verify and track utilities, rent payments, and other monthly payables related to divisions, reconcile statements and enter into AP
  • Monitor and manage aging reports, ensuring timely follow-up on outstanding invoices
  • Assist with month-end close by ensuring all AP transactions are recorded and accounted for accurately including the payable sub ledger
  • Collaborate with internal departments to ensure proper coding of expenses
  • Ensure timely and accurate submission of IRS 1099 filings, under supervision
  • Review and process expense reports including reimbursements and credit cards
  • Collaborate with senior staff members to reconcile credit card expenses on a monthly basis, ensuring accuracy and compliance with department policies
  • Maintain accurate vendor records, including payment details, W-9 forms, and contact information
  • Respond to vendor inquiries and resolve payment issues, escalating issues as necessary
  • Reconcile vendor statements and resolve discrepancies promptly, escalating issues as necessary
  • Regularly review and analyze bank statements to ensure accuracy and completeness, adhering to SDCC standards
  • Assist in the preparation of ad hoc reports, financial analysis, and audit data to support management and compliance requirements
  • Gather and organize data for audits, tax filings, and other departmental needs
  • Follow established procedures for invoice approvals, maintaining proper documentation
  • Assist in maintaining an organized filing system for both physical and digital AP records
  • Ensure the confidentiality and security of sensitive financial information, maintaining the integrity of all AP records and vendor data
  • Support the continuous improvement of AP processes to enhance efficiency and align with organizational goals
  • Perform other duties as assigned

On-Site:

  • Facilitate the processing of employee travel disbursements and allotments, both prior to and during SDCC events, under the direction of the Director of Finance
  • Assist in the assembly, setup, and teardown of cash registers and payment stations for SDCC events
  • Serve as a liaison with on-site cashiers to address and resolve cash handling issues, providing assistance and answering questions, escalating issues as necessary
  • Act as the primary point of contact for staff reimbursement requests, managing inquiries, processing approved requests, and ensuring timely and accurate disbursements, escalating issues as necessary
  • Assist in maintaining an inventory of department supplies and coordinate replenishment as needed
  • Perform other duties as assigned

Qualifications

  • An Associate’s degree in Accounting or a related field is preferred, with a Bachelor’s degree in Accounting, Finance, Business Administration, or a related field, being highly desirable. However, relevant experience will be considered in place of formal education
  • Minimum of three years experience in Accounts Payable, Finance, or Accounting, preferably within a non-profit organization
  • Demonstrated experience with invoice processing and payment processing
  • Experience with month-end closing procedures and reconciliations (e.g., vendor, credit card, and bank)
  • Experience with IRS 1099 filing and tax reporting
  • Proficiency in accounting software (e.g., QuickBooks, NetSuite, ADP, or similar) and familiarity with Enterprise Resource Planning (ERP) systems
  • Proficiency in payment processing systems, including but not limited to ACH and wire transfers
  • Knowledge of and proficiency in in-office systems used by the organization, including but not limited to Microsoft Office, Google Suite (G Suite, formerly Google Apps), specifically Google Mail (Gmail), Google Drive, Google Docs/Sheets/Slides, Configio, and ClickUp; as well as other common office software and  applications 
  • Familiarity with or willingness to learn current and new systems and platforms used by the organization
  • Strong understanding of Generally Accepted Accounting Principles (GAAP) and internal controls
  • Ability to process high volumes of invoices while ensuring accuracy and compliance with organizational policies
  • Ability to meet or exceed compliance requirements to guarantee integrity and retention of data and records
  • Discretion and a commitment to maintaining confidentiality with sensitive financial data
  • Excellent organizational skills and attention to detail
  • Ability to work independently and collaboratively with minimal supervision and ability to problem-solve in complex situations
  • Ability to maintain a positive and professional demeanor as well as demonstrate credibility, integrity, and confidentiality
  • Ability to work within a diverse team, accept differing points of view and feedback, and contribute to a cohesive, supportive, and positive team
  • Excellent interpersonal and customer service skills, ability to respond to customer needs and requests promptly and professionally, especially during difficult and/or high-stress interactions.
  • Excellent verbal and written communication skills 
  • Excellent time management skills with a proven ability to meet deadlines
  • Ability to function well in a fast-paced and, at times, stressful environment and follow directions, policies, and procedures

Working Conditions

  • Professional office environment
  • Routinely uses standard office equipment 
  • Standard work schedule (Monday-Friday from 9am to 5:30pm)
  • Must be available to work evenings, holidays, and weekends as needed
  • Overnight stay may be required during events
  • Crowded conditions (both inside or outside event spaces)
  • Direct (face-to-face) customer and vendor contact
  • May be required to work outside with little or no shade and warm temperatures

Physical requirements

  • This position requires close visual acuity to perform an activity such as preparing and analyzing data and figures, transcribing, viewing a computer terminal, and extensive reading
  • Occasionally lift or move up to 25 pounds unassisted and bend or stand as necessary.
  • Frequent sitting, walking, and standing for long periods
  • Occasionally stand for extended periods of time (8-10+)
  • Walk extensive distances (up to several miles daily)
  • Perform repetitive tasks with few breaks

Salary Range

  • $22.00 – $25.30 hourly